Create, update, view, and void part transactions

Whenever a user issues, transfers, reserves, removes, or adjusts a part record, Civic Platform creates a part transaction. These transactions identify the movement and use of specific parts and allow agencies to track usage and calculate the current supply. When a transaction takes place, Civic Platform updates the quantity on hand at the proper location based on the transaction type.

There are five part transaction types. Different fields display, depending on which part transaction type you choose to create.

  • The issue transaction occurs either when someone requests and receives a part on the spot, or when someone receives a reserved part.

  • The receive transaction occurs when someone purchases a part or returns a part to a location.

  • The transfer transaction occurs when someone moves a part from one location to another.

  • The adjust transaction occurs when someone makes quantity adjustments for cycle counts.

  • The reserve transaction occurs when someone sets aside parts so they can issue them at a later date.

A hard reservation decreases the quantity on hand of the part by the quantity of the reservation so that the reserved quantity cannot be issued to another work order. A soft reservation is an alert to the warehouse that houses the part that someone may request the part. The quantity on hand of the part does not change with a soft reservation and someone can issue the part to another work order.

To create a part transaction

  1. From the Part inventory page, find and open the desired part.

  2. Select the Part transaction tab.

  3. Select New.

  4. Complete the required fields and others as needed. Some fields populate automatically with part detail information. For a description of the fields, see Part supply fields.

  5. Select Submit.

There may be various reasons to remove a part transaction. For example, you have a transaction associated with the wrong part or a transfer that never took place. You cannot remove part transactions because Civic Platform preserves the audit trail for the part, but you can void transactions. When you void a part transaction, it is no longer executable, meaning that the quantity on hand updates as if the transaction did not exist. The transaction record remains in the part transaction list for reference.

To void a part transaction

  1. From the Part inventory page, find and open the desired part.

  2. Select the Part transaction tab.

  3. Select the part transaction that you want to void.

  4. Select Void.

Civic Platform tracks parts at multiple locations. Each location maintains a current total supply for each part. When a part transaction takes place, the quantity on hand updates at the proper location based on the transaction type. Civic Platform always calculates part supply as a result of part transactions. Users cannot manually enter or update these counts.

To view the part supply

  1. From the Part inventory page, find and open the desired part.

  2. Select the Part supply tab.

  3. To view the part supply details, select the location you want to review.

To close out a reservation, create a new issue transaction and select the reservation you want to issue.

To issue reserved parts

  1. From the Part inventory page, find and open the desired part.

  2. Select the Part transaction tab.

  3. Select New.

  4. Select an issue transaction type from the list.

  5. Complete the Location name and Quantity fields.

  6. Select the reservation you want to issue from the list of open reservations. The list includes all hard and soft reservations that are open.

  7. Select Submit.

You can change a reserve transaction from a soft reservation to a hard reservation, and vice versa. Perhaps you made a soft reservation of a part because a work order was in a tentative stage, and now the work order is active.

To update a reservation

  1. From the Part inventory page, find and open the desired part.

  2. Select the Part transaction tab.

  3. Select the link for the reserve transaction you want to update. It must be an open reserve transaction.

  4. Use the Hard reservation menu to change the reservation type.

  5. Select Save.

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